EMPLOYEE RELATIONS POLICY WITH ACKNOWLEDGMENT

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EMPLOYEE RELATIONS POLICY WITH ACKNOWLEDGMENT

LANDEGGER BARON LAW GROUP, ALC
ADVICE
SOLUTIONS
LITIGATION
Exclusively Representing Employers
Alfred J. Landegger
Larry C. Baron
NEW CALIFORNIA LAWS FOR 2015
THAT IMPACT EMPLOYERS!
Roxana E. Verano
Christopher L. Moriarty
Oscar E. Rivas
Marie D. Davis
Brian E. Ewing
You and your colleagues will learn the answers to the following:
Jennifer R. Komsky
Sumithra R. Roberts
Timothy E. Simmen
Michael S. Lavenant
1970 - 2012
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California’s New Paid Sick Leave Law
Harassment Prevention Training: Prevention of Abusive Conduct
New Policies Regarding Background Checks
New Policies Regarding Arbitration Agreements
New Protections for Unpaid Interns and Volunteers
New Protections for Undocumented Workers
January, 2015
Presented by:
Studio City:
Camarillo:
Roxana E. Verano, Esq.
Jennifer Raphael Komsky, Esq.
Christopher L. Moriarty, Esq.
Marie D. Davis, Esq.
This program has been approved for 1.75 hours
(California) recertification credit hours toward PHR,
SPHR & GPHR through the HR Certification Institute.
Main Office
15760 Ventura Blvd.
Suite 1200
Encino, CA 91436
(818) 986-7561
Fax (818) 986-5147
Ventura Office
751 Daily Drive
Suite 325
Camarillo, CA 93010
(805) 987-7128
Fax (805) 987-7148
www.landeggeresq.com
"The use of this seal is not an endorsement by the HR Certification
Institute of the quality of the program. It means that this program has
met the HR Certification Institute's criteria to be pre-approved for
recertification credit."
The attached material must not be considered legal advice. The sample forms and policies are for educational
purposes only. We strongly recommend that you consult with legal counsel before adopting or implementing any of the
attached sample forms and policies so as to avoid potential liability.
TABLE OF CONTENTS
New Law Alert Effective July 2015 – Healthy Workplaces/Families Act of 2014....
1
Poster - Healthy Workplaces/Families Act of 2014 ...................................................
7
Employee Relations Policy (English and Spanish) ....................................................
8
DFEH Form 185, Sexual Harassment (English and Spanish) .................................... 12
Notices to Post ............................................................................................................ 16
New Hire Checklist ..................................................................................................... 19
Employment Application ............................................................................................ 20
DLSE Notice to Employee Labor Code Section 2810.5 ............................................ 24
USCIS Form I-9, Employment Eligibility Verification (English) .............................. 26
Meal and Rest Period Policy (English and Spanish) .................................................. 35
Semi-Monthly Time Sheet (English and Spanish) ..................................................... 37
~i~
NEW CALIFORNIA LAWS IN 2015 THAT AFFECT EMPLOYERS
All bills are effective January 1, 2015 unless otherwise stated.
Wage & Hour
AB 1522 – sick leave required for all employees.
The so-called “Healthy Workplaces, Healthy Families Act of 2014” requires all employers to
provide employees sick days and is probably the widest-reaching change to employment law this
year.
Steps to take: sick leave policies need to be updated if they do not already comply with the law,
and every employer must have sick leave policies that satisfy the legal requirements by July 1,
2015.
AB 1897 – joint wage and hour liability when using staffing agencies.
Under this new law, generally, companies will be just as liable for wage-and-hour violations as
staffing agencies. This bill requires companies (“client employers”) who use “labor contractors”
to supply the company with workers who perform labor within the client employer’s usual
course of business to share with the labor contractor all liability for payment of wages and failure
to secure valid worker’s compensation insurance. The bill also prohibits shifting responsibility
for complying with certain Cal-OSHA requirements to the labor contractor. The bill does,
however, provide for both the company and labor contractor to seek any available lawful
remedies against each other for liabilities caused by the other (i.e. indemnification,) so employers
might still recover from the staffing agency if the staffing agency is at fault.
This bill does not apply to employers with less than 25 employees or employers who hire less
than 5 employees using labor contractors. This bill does not apply to “labor contractors” who are
nonprofits providing services to workers, labor organizations operating pursuant to collective
bargaining agreements, or certain motion picture payroll companies.
Steps to take: companies who use staffing agencies should make sure those staffing agencies are
complying with all wage and hour laws. Companies should also make sure contracts with the
staffing agencies include strong indemnification language and, if the staffing agency provides the
workers’ compensation insurance, proof of workers’ compensation coverage be provided to the
employer on a regular basis.
Discrimination, Harassment and Retaliation
AB 1660 – prohibition of discrimination against employees with AB 60 driver’s licenses.
This bill prohibits employers from discriminating against workers who hold driver’s licenses
issued to undocumented immigrants (which were previously authorized by AB 60 last year) and
January 2015 - Page 1
makes amendments to the Fair Employment and Housing Act (“FEHA”) to that effect. Of
course, the bill also states that it is not discriminatory for employers to take actions against
workers if they are complying with federal immigration law, i.e. I-9 checks. The bill prohibits
employers from requiring employees to present driver’s licenses, unless such a requirement is
mandated by other laws or the employer is authorized by law to require driver’s licenses.
Therefore, employers cannot demand that employees present driver’s licenses if other forms of
identification can be used.
The bill also clarifies that business establishments cannot discriminate against individuals
holding these driver’s licenses under the Unruh Act.
Steps to take: make sure your human resources staff and all employees responsible for hiring are
aware of the changes, and consider including this new class of employees in your antidiscrimination policies.
AB 1443 – discrimination against interns, and volunteers.
The state has now expanded some of the state’s anti-discrimination and anti-harassment laws to
protect unpaid interns and volunteers as well as employees. Specifically: unpaid interns and
others in unpaid work experience programs cannot be discriminated against based on the same
protected classes as employees (the same protections were previously available to apprentices);
unpaid interns and volunteers are now protected from harassment; and unpaid interns,
apprentices, and others in programs that provide unpaid work experience are entitled to religious
accommodations and religious belief protections.
Steps to take: expand your existing discrimination and harassment policies to include unpaid
interns, if you use interns.
AB 2053 – training on prevention of abusive conduct.
This bill requires employers to include training on the prevention of abusive conduct in their
state mandated sexual harassment training. Abusive conduct is defined as conduct “that a
reasonable person would find hostile, offensive, and unrelated to an employer's legitimate
business interests.” The bill list as examples: “the use of derogatory remarks, insults, and
epithets, verbal or physical conduct,” and “gratuitous sabotage or undermining of a person's
work performance.”
This is only a training requirement; it is not a legal prohibition against abusive conduct (except
abusive conduct that is based on a protected class, which is already prohibited harassment).
Sexual harassment training is now also required for companies receiving the services of 50 or
more persons providing services pursuant to a contract (i.e. companies who use 50 or more
independent contractors.)
January 2015 - Page 2
Steps to take: incorporate this new requirement into your sexual harassment training, or make
sure your provider of sexual harassment training has incorporated it.
AB 1792 – discrimination against employees on public assistance.
This bill prohibits employment discrimination and retaliation against those receiving public
assistance from Medi-Cal. It also prohibits employers from disclosing to anyone that an
employee receives or is applying for public benefits, unless state or federal law allows the
disclosure. The bill has several other provisions not applicable to employers.
Workplace violence
SB 1299 – workplace violence prevention in hospitals.
This new law requires hospitals to adopt workplace violence prevention plans. Cal-OSHA will
implement standards, no later than July 1, 2016, that will require general acute care hospitals,
acute psychiatric hospitals, and other types of hospitals to include workplace violence
prevention, aimed at protecting employees from aggressive and violent behavior, as part of their
injury and illness prevention plans. The term “workplace violence” will include the “use of
physical force against a hospital employee by a patient or a person accompanying a patient that
results in, or has a high likelihood of resulting in, injury, psychological trauma, or stress” and “an
incident involving the use of a firearm or other dangerous weapon.” Cal-OSHA will post,
starting January 1, 2017, reports of data regarding violent incidents at hospitals (without
violating confidentiality laws).
The workplace violence protection plans will have to include annual education and training
policies to direct care employees that teaches how to recognize potential for violence and when
and how to seek assistance, a system for investigating incidents, a system for assessing factors
that contribute to workplace violence, prohibitions against retaliating against employees who
report incidents to law enforcement, and documentation requirements and reporting requirements
to Cal-OHSA. This is not a comprehensive list of the requirements of the new law, and the
standards to be issued by Cal-OSHA should set forth specific requirements for plans.
Some state-operated hospitals are exempt.
Steps to take: consult with counsel about satisfying the new requirements, and watch for the
regulations to be issued by Cal-OHSA.
Leaves of Absence.
AB 2536 – leave for employees performing disaster response duties.
This bill expands the law prohibiting discrimination against employees who take time off to
perform certain emergency duties. The law now also includes employees who take time off to
participate in disaster medical response services sponsored by the state. Employees who are
January 2015 - Page 3
health care providers (as defined in the statute) are required to notify their employers when they
are designated as emergency rescue personnel.
Immigration and Foreign Labor
SB 477 – licensing and use of foreign labor contractors.
Effective July 1, 2016, this bill imposes new requirements on companies and individuals who
solicit and recruit workers outside the United States (“foreign labor contractors”) and companies
who use such services. Those foreign labor contractors now have to register with the California
Labor Commissioner by July 1, 2016, satisfy new registration requirements, and post a bond.
Employers will be prohibited from engaging the services of a foreign labor contractor that is not
registered with the Labor Commissioner. Employers who use foreign labor contractors to recruit
foreign workers will also have to disclose certain information to the Labor Commissioner.
Foreign labor contractors will also be required to disclose certain information to the foreign
workers they recruit, including visa information, costs to be charged to the foreign worker,
training and education to be provided, and other information, and a signed copy of the work
contract. The foreign labor contractor can only charge the foreign worker costs that are
“customarily charged” to foreign workers and cannot charge them to the foreign worker before
commencing work. Those disclosures must be filed with the Labor Commissioner as well. The
foreign labor contractor cannot assess fees for its services to the foreign workers.
The law does not apply to employers who recruit foreign workers directly for their own use.
Steps to take: since it has several requirements, foreign labor contractors should consult counsel
for assistance with complying with the new law.
AB 2751 – retaliation against immigrants.
This bill expands the definition of “unfair immigration-related practices” that the law already
prohibits employers from taking against employees. The term now also includes “threatening to
file or the filing of a false report or complaint with any state or federal agency.”
(A previously enacted law, AB 263 that became effective January 1, 2014, prohibited employers
from retaliating against employees by engaging in the following unfair immigration-related
practices: refusing to honor acceptable documents, or requiring different documents than the
law requires, when performing I-9 employment verification checks, using the e-verify system in a
way not explicitly authorized by federal law to check that workers’ immigration status,
threatening to file or filing a false police report, threatening to contact immigration authorities,
and reporting, or threatening to report, an employee’s suspected status as an undocumented
worker to immigration authorities after that employee exercises employment-related rights.)
January 2015 - Page 4
Farm Labor
SB 1087 – sexual harassment training and other new licensing requirements for farm labor
contractors.
This bill allows the California Labor Commissioner to deny a license to, or revoke or suspend
the license of, a farm labor contractor that has been found liable for sexual harassment by a court
or administrative agency within the last three years, or employs any supervisory employee it
knows or should have known was found liable for sexual harassment by a court or administrative
agency within the last three years. It also imposes new requirements to obtain a farm labor
contractor license, including the posting of a bond and the implementation of sexual harassment
prevention training.
Steps to take: many of these requirements will become a part of the licensing process. For now,
farm labor contractors subject to the law should take steps now, if they have not done so already
to comply with existing law, to implement sexual harassment prevention training as follows: two
hours each calendar year for supervisory employees, and for nonsupervisory employees, training
in identifying, preventing, and reporting sexual harassment, at the time of hire and once every
two years (the length of the training for nonsupervisory employees is not specified.)
Arbitration
AB 870 – public information about arbitrations.
Private arbitration companies will now be required to disclose certain information, on their
website in a searchable format, about specific arbitrations they handle, including employment as
well as other types. The information to be disclosed includes the name of the nonconsumer party
(i.e. the employer), whether the nonconsumer party prevailed in arbitration, the number of
arbitrations and mediations the nonconsumer party had with that agency, information about how
and when each arbitration was initiated, and the disposition, amount of the claim or award, and
other information about each arbitration. The fact that such information will be publicly
available might be a consideration for employers considering using arbitration agreements with
employees.
Mandatory Employer Compliance
Every CA employer having more than one employee must have a written sexual harassment
prevention policy and distribute the pamphlet on Sexual Harassment or its equivalent.
Every CA employer must provide the form Notice to Employee pursuant to Labor Code Section
2810.5 for every non-exempt employee hired after January 1, 2012.
January 2015 - Page 5
A new form became effective January 1, 2015, consistent with the effective date of July 1, 2015
for the Healthy Workplaces Healthy Families Act which requires CA employer to provide sick
leave benefits. (Please see our website for our article on the issue).
Every CA employer must keep a record of actual hours worked, and meal periods must also be
recorded for all non-exempt employees. The Meal and Rest Period Policy reflects CA law after
the CA Supreme Court decision in Brinker.
The Semi-Monthly Time Sheet allows CA employers to comply with the recording of hours
worked including the recording of meal periods. The statement at the end protects the employer
from employees later claiming off the clock hours, unpaid overtime, missed rest period and
missed meal periods.
Background Checks
AB 1650 – “Fair Chance Act” states that contractors submitting bids on public contracts cannot
ask their laborers whether they have been convicted of a crime.
AB 1852 – Requires businesses that provide services to minors to provide written notice to
parents stating the businesses’ practice related to background checks and what crimes they are
looking for.
January 2015 - Page 6
Division of Labor Standards Enforcement
Office of the Labor Commissioner
THIS POSTER MUST BE DISPLAYED WHERE EMPLOYEES CAN EASILY READ IT
(Poster may be printed on 8 ½” x 11” letter size paper)
HEALTHY WORKPLACES/HEALTHY FAMILIES ACT OF 2014
PAID SICK LEAVE
Entitlement:
•
An employee who, on or after July 1, 2015, works in California for 30 or more
days within a year from the beginning of employment is entitled to paid sick
leave.
•
Paid sick leave accrues at the rate of one hour per every 30 hours worked, paid
at the employee’s regular wage rate. Accrual shall begin on the first day of
employment or July 1, 2015, whichever is later.
•
Accrued paid sick leave shall carry over to the following year of employment and
may be capped at 48 hours or 6 days. However, subject to specified conditions,
if an employer has a paid sick leave, paid leave or paid time off policy (PTO) that
provides no less than 24 hours or three days of paid leave or paid time off, no
accrual or carry over is required if the full amount of leave is received at the
beginning of each year in accordance with the policy.
Usage:
•
An employee may use accrued paid sick days beginning on the 90th day of
employment.
•
An employer shall provide paid sick days upon the oral or written request of an
employee for themselves or a family member for the diagnosis, care or treatment
of an existing health condition or preventive care, or specified purposes for an
employee who is a victim of domestic violence, sexual assault, or stalking.
•
An employer may limit the use of paid sick days to 24 hours or three days in each
year of employment.
Retaliation or discrimination against an employee who requests paid sick days or uses
paid sick days or both is prohibited. An employee can file a complaint with the Labor
Commissioner against an employer who retaliates or discriminates against the
employee.
For additional information you may contact your employer or the local office of the Labor Commissioner. Locate
the office by looking at the list of offices on our website http://www.dir.ca.gov/dlse/DistrictOffices.htm using the
alphabetical listing of cities, locations, and communities. Staff is available in person and by telephone.
DLSE Paid Sick Leave Posting
11/2014
January 2015 - Page 7
EMPLOYEE RELATIONS POLICY WITH ACKNOWLEDGMENT
A.
POLICY AGAINST DISCRIMINATION.
______________________ (the “Company”) is committed to providing a work
environment that is free of discrimination. In keeping with this commitment, the Company
maintains a strict policy prohibiting unlawful discrimination. This policy applies to all
employees of the Company, including supervisors and non-supervisory employees. The policy
also, applies to non-employees of the Company including clients, customers, vendors and any
other person doing business with the Company.
All aspects of employment with the Company will be governed on the basis of merit,
competence and qualifications and will not be influenced in any manner by an individual's race,
ancestry, color, religion (including religious dress and grooming practices), national origin,
marital status, sex (including sexual harassment and gender identity), sexual orientation,
disability (physical or mental including HIV/AIDS diagnosis), pregnancy (including
breastfeeding and conditions related to breastfeeding), medical condition (cancer and genetic
characteristics), age (40 or over), military and veteran status, or exercising the right to any
legally provided leave of absence in the application of any policy, practice, rule or regulation.
All decisions made with respect to recruiting and hiring, evaluations and promotions for
all job classifications will be based solely on individual qualifications as related to the
requirements of the position. Likewise, all other personnel matters such as compensation,
benefits, transfers, lay offs, training, educational opportunities and programs will be
administered free from any illegal discriminatory practices.
B.
POLICY AGAINST HARASSMENT, INCLUDING SEXUAL
HARASSMENT.
The Company is also committed to providing a work environment that is free of
harassment, including sexual harassment.
Sexual harassment includes:
1.
Unwanted sexual advances;
2.
Offering employment benefits in exchange for sexual favors;
3.
Making or threatening reprisals after a negative response to sexual
advances;
4.
Visual conduct: leering, making sexual gestures,
displaying of sexually suggestive objects or pictures, cartoons or posters;
5.
Verbal conduct: making or using derogatory comments, epithets, slurs,
and jokes;
January 2015 - Page 8
C.
6.
Verbal sexual advances or propositions;
7.
Verbal abuse of a sexual nature, graphic verbal commentaries about an
individual's body, sexually degrading words used to describe an
individual, suggestive or obscene letters, notes, or invitations; and
8.
Physical conduct: touching, assault, impeding or blocking movement.
9.
Further, the Company prohibits abusive conduct (“bullying”): Any form
of abusive conduct by an employee in the workplace, with malice, that a
reasonable person would find hostile, offensive, and unrelated to the
Company’s business interest.
COMPLAINT AND INVESTIGATION PROCEDURE.
Any form of discrimination or harassment, including sexual harassment, is absolutely
prohibited. Any incident of possible discrimination or harassment should be brought
immediately to the attention of the Human Resources Department of the Company which will
thoroughly investigate the matter in confidence. After reviewing all the evidence, the Company
will make a determination concerning whether reasonable grounds exist to believe that
harassment has occurred.
Disciplinary action, up to and including discharge, will be taken against any employee
who is found to have engaged in harassment.
No employee shall be subjected to any form of retaliation for reporting any violation of
this policy truthfully and in good faith.
HARASSMENT BY NON-EMPLOYEES.
In addition, the Company will take all reasonable steps to prevent or eliminate sexual
harassment by non-employees including customers, clients and suppliers who are likely to have
workplace conduct with our employees.
EMPLOYEE RELATIONS POLICY ACKNOWLEDGMENT
I have read and received a copy of the Company’s Employee Relations Policy,
including the policies against discrimination and harassment, including sexual harassment, and fully
understand my obligations and responsibilities as outlined therein.
Signed:
Date: ________________________
Witness:
Date: ________________________
January 2015 - Page 9
POLÍTICA DE RELACIONES DE EMPLEADOS CON RECONOCIMIENTO
A.
POLÍTICA CONTRA LA DISCRIMINACIÓN
______________ (la “Compañía”) está comprometida a proveer un ambiente libre
de discriminación. Para cumplir con este compromiso, la Compañía mantiene una
política estricta prohibiendo la discriminación ilegal. Esta política se aplica a todos los
empleados de la Compañía, incluyendo supervisores y empleados que no son de
supervisión. La política también se aplica a personas que no son empleadas por la
Compañía, incluyendo clientes, suministradores y cualquier otra persona que tenga
contacto de trabajo con la Compañía.
Todo aspecto de empleo con la Compañía será gobernado a base de mérito,
aptitud y capacidades, y no será influenciado de ningún modo por raza, ascendencia,
color, religión (incluyendo costumbres religiosas de vestimenta y arreglo personal),
origen nacional, estado civil, sexo (incluyendo acoso sexual e identidad de género),
embarazo (incluyendo lactancia materna y condiciones relacionas a lactancia materna),
orientación sexual, incapacidad (física o mental incluyendo diagnóstico de HIV/SIDA),
condición médica (cáncer y características genéticas), edad (40 y mas), estado de militar
y veterano, o por ejercer el derecho a cualquier permiso de ausencia legal en la aplicación
de cualquier política, práctica, regla o regulación.
Todas las decisiones hechas acerca de reclutamiento y empleo, evaluaciones y
promociones para todas las clasificaciones de trabajo serán basadas solamente en las
capacidades individuales del empleado relacionadas a los requisitos de la posición.
Igualmente, todos los demás asuntos del personal como compensación, beneficios,
transferencias, despido temporal, entrenamiento, oportunidades y programas educativos
serán administrados libres de cualquier práctica discriminatoria ilegal.
B.
POLÍTICA CONTRA EL HOSTIGAMIENTO, INCLUYENDO
ACOSO SEXUAL
La Compañía también está comprometida a proveer un ambiente de trabajo libre
de hostigamiento, incluyendo acoso sexual.
Acoso sexual incluye:
1.
Avances sexuales no deseados;
2.
Ofrecer beneficios de empleo a cambio de favores sexuales;
3.
Hacer o amenazar de represalias después de recibir una respuesta
negativa a un avance sexual;
4.
Conducta visual: mirada de reojo lasciva; hacer gestos sexuales;
desplegar objetos o retratos, caricaturas o carteles sexualmente sugestivos;
5.
Conducta verbal: hacer o usar comentarios, epítetos, calumnias o
chistes derogatorios;
6.
Avances o proposiciones sexuales verbales;
January 2015 - Page 10
7.
Abuso verbal de una manera sexual, comentarios gráficos verbales
acerca del cuerpo de un individuo, palabras sexualmente degradantes usadas para
describir a un individuo, cartas, notas o invitaciones obscenas o sugestivas;
8.
Conducta física: tocar, asaltar, impedir u obstruir el movimiento; y
9.
Además, la Compañía prohíbe conducta abusadora
(“Intimidación”): Toda forma de conducta abusiva de parte de un empleado en el lugar de
trabajo, con malicia, que una persona razonable encontraría hostil u ofensiva, y no es
relacionada a un interés de la empresa.
C.
PROCEDIMIENTO DE QUEJA E INVESTIGACIÓN
Cualquier tipo de discriminación u hostigamiento, incluyendo el acoso sexual, es
absolutamente prohibido. Cualquier incidente de posible discriminación u hostigamiento
debe ser presentado de inmediato a la atención del Director de Recursos Humanos quién
investigará cuidadosamente el asunto en confianza. Después de revisar toda la evidencia,
la Compañía determinará si existen motivos razonables que indiquen que el
hostigamiento o acoso sexual ha ocurrido.
Acción disciplinaria, hasta e incluyendo despido del trabajo, será tomada en
contra de cualquier empleado que se determine ha participado en hostigamiento o acoso
sexual.
Ningún empleado será sujeto a alguna forma de represalia por reportar
honestamente y en buena fe cualquier violación de esta política.
HOSTIGAMIENTO O ACOSO DE PARTE DE NO-EMPLEADOS
Adicionalmente, la Compañía tomará todos los pasos razonables para prevenir o
eliminar el hostigamiento o acoso sexual de parte de personas que no son empleadas por
la Compañía, incluyendo clientes y suministradores quienes tengan contacto de trabajo
con nuestros empleados.
RECONOCIMIENTO DE LA POLÍTICA DE RELACIONES DE EMPLEADOS
Yo he recibido y leído una copia de la Política de Relaciones de Empleados de la
Compañía, incluyendo la política en contra de la discriminación y el hostigamiento,
incluyendo el acoso sexual, y entiendo completamente mis obligaciones y
responsabilidades bajo esta política.
Firma:
Fecha: __________________________
Testigo:
Fecha: __________________________
January 2015 - Page 11
January 2015 - Page 12
• Changes in the policies or practices of the
involved employer
• Back pay or promotion
• Hiring or reinstatement
• Fines or damages for emotional distress
from each employer or person found to have
violated the law
If the Commission finds that discrimination has occurred, it can order remedies including:
DFEH serves as a neutral fact-finder and attempts to
help the parties voluntarily resolve disputes.
If DFEH finds sufficient evidence to establish that discrimination occurred and settlement efforts fail, the
Department may file a formal accusation. The accusation will lead to either a public hearing before the Fair
Employment and Housing Commission or a lawsuit
filed by DFEH on behalf of the complaining party.
Employees or job applicants who believe that they
have been sexually harassed may file a complaint of
discrimination with DFEH within one year of the
harassment.
Filing a Complaint
• once aware of any harassment, the employer
took immediate and appropriate corrective
action to stop the harassment.
• there was a program to prevent harassment; and
• the employer had no knowledge of the
harassment;
such as a lead, supervisor, manager or agent;
DFEH-185 (11/07)
State of California
Department of Fair Employment & Housing
In accordance with the California Government Code and
ADA requirements, this publication can be made available
in Braille, large print, computer disk, or tape cassette as
a disability-related reasonable accommodation for an
individual with a disability. To discuss how to receive a copy
of this publication in an alternative format, please contact
DFEH at the numbers above.
For more information, contact DFEH toll free at
(800) 884-1684
Sacramento area & out-of-state at (916) 478-7200
TTY number at (800) 700-2320
or visit our Web site at www.dfeh.ca.gov
For more information, see publication DFEH-159
“Guide for Complainants and Respondents.”
Employees can also pursue the matter through
a private lawsuit in civil court after a complaint
has been filed with DFEH and a Right-to-Sue
Notice has been issued.
many forms of offensive behavior.
The definition of sexual harassment includes
• Physical touching or assault, as well as
impeding or blocking movements
• Sexual comments including graphic comments about an individual’s body; sexually degrading words used to describe an
individual; or suggestive or obscene letters,
notes, or invitations
• Making or using derogatory comments,
epithets, slurs, or jokes
• Leering; making sexual gestures; or
displaying sexually suggestive objects,
pictures, cartoons, or posters
• Actual or threatened retaliation
• Offering employment benefits in
exchange for sexual favors
• Unwanted sexual advances
The Fair Employment and Housing Act (FEHA)
defines sexual harassment as harassment
based on sex or of a sexual nature; gender
harassment; and harassment based on pregnancy, childbirth, or related medical conditions.
The definition of sexual harassment includes
many forms of offensive behavior, including
harassment of a person of the same gender
as the harasser. The following is a partial list of
types of sexual harassment:
The Facts About Sexual Harassment
Sexual Harassment
Department of Fair Employment and Housing
January 2015 - Page 13
• Take prompt and effective corrective
action if the harassment allegations are
proven. The employer must take appropriate action to stop the harassment and ensure it will not continue. The employer
must also communicate to the com-
• Fully and effectively investigate. The investigation must be thorough, objective, and
complete. Anyone with information regarding the matter should be interviewed.
A determination must be made and the results communicated to the complainant,
to the alleged harasser and, as appropriate,
to all others directly concerned.
• Fully inform the complainant of
his/her rights and any obligations to secure those rights.
• Develop and implement a sexual harassment prevention policy with a procedure
for employees to make complaints and
for the employer to investigate complaints.
Policies should include provisions to:
• Take all reasonable steps to prevent
discrimination and harassment from
occurring. If harassment does occur,
take effective action to stop any further
harassment and to correct any effects
of the harassment.
All employers must take the following actions
against harassment:
Employers’ Obligations
• Employers who do business in California and
employ 50 or more part-time or full-time
employees must provide at least two hours of
sexual harassment training every two years
to each supervisory employee and to all new
supervisory employees within six months of
their assumption of a supervisory position.
• All employees should be made aware of the
seriousness of violations of the sexual harassment
policy and must be cautioned against using peer
pressure to discourage harassment victims
from complaining.
• Distribute an information sheet on sexual
harassment to all employees. An employer may
either distribute this pamphlet (DFEH 185)
or develop an equivalent document that meets
the requirements of Government Code section
12950(b). This pamphlet may be duplicated in
any quantity. However, this pamphlet is
not to be used in place of a sexual harassment
prevention policy, which all employers are
required to have.
• Post the Department of Fair Employment and
Housing (DFEH) employment poster (DFEH
- 162) in the workplace (available through the
DFEH publications line [916] 478-7201 or
Web site).
plainant that action has been taken to stop the
harassment from recurring. Finally, appropriate
steps must be taken to remedy the complainant’s
damages, if any.
the perpetration of acts of hate violence.
• the harasser is not in a position of authority,
An employer might avoid liability if
In addition, if an employer knows or should have
known that a non-employee (e.g. client or customer) has sexually harassed an employee, applicant, or
person providing services for the employer and fails
to take immediate and appropriate corrective action, the employer may be held liable for the actions
of the non-employee.
Additionally, the law requires employers to take
“all reasonable steps to prevent harassment from
occurring.” If an employer has failed to take such
preventive measures, that employer can be held liable for the harassment. A victim may be entitled to
damages, even though no employment opportunity
has been denied and there is no actual loss of pay or
benefits.
All employers, regardless of the number of employees,
are covered by the harassment section of the FEHA.
Employers are generally liable for harassment by
their supervisors or agents. Harassers, including both
supervisory and non-supervisory personnel, may be
held personally liable for harassing an employee or
coworker or for aiding and abetting harassment.
Employer Liability
• A program to eliminate sexual harassment from
the workplace is not only required by law, but is
the most practical way for an employer
to avoid or limit liability if harassment should
occur despite preventive efforts.
California from unlawful discrimination in employment, housing and public accommodations, and from
The mission of the Department of Fair Employment and Housing is to protect the people of
January 2015 - Page 14
Para más información, vea la publicación
de DFEH 159, “Guia para los Denunciantes y
los Demandados.”
• En su empresa existía un programa de prevención de acoso; y
Los empleados también pueden entablar una demanda de propia cuenta en una corte civil después de
• Cambios en las políticas o reglamentos de la
empresa.
• El pago de sueldos perdidos o el ascenso;
• El emplear o restituir al puesto a la persona
contra quien se discriminó;
• De cada empleador o persona que violó la
ley, multas o pago de compensaciones por el
sufrimiento emocional causado;
Si la Comisión falla que la discriminación ha ocurrido, puede ordenar soluciones que pueden incluir:
La función de DFEH es ser un investigador neutral
de los hechos ocurridos y trata de asesorar a las partes a que resuelvan su disputa en forma voluntaria. Si
no se puede llegar a un acuerdo voluntario, y existen
pruebas que señalan que se ha quebrantado la ley,
DFEH puede emitir una acusación y litigar
el caso ante la Comisión de Igualdad en el Empleo y
la Vivienda, o en un tribunal civil.
Los trabajadores o los postulantes a un empleo que
crean haber sido víctimas de acoso sexual, pueden
presentar una queja por discriminación ante DFEH
dentro de un año a partir de la fecha en que ocurrió
dicho acto.
Interposición de una Queja
• Una vez que tuvo conocimiento del acto de
acoso, el empleador tomó medidas inmediatas
para eliminarlo.
• El empleador desconocía el acto de acoso;
DFEH-185S (11/07)
State of California
Department of Fair Employment & Housing
De acuerdo con el Código de Gobierno de California y
los requisitos de la Ley de Americanos con Discapacidades,
esta información está disponible en Braille, letra grande,
disco de computadora y cassette como una acomodación
razonable para personas con discapacidades. Para
informarse de como puede recibir una copia de esta
información en un formato alternativo, por favor
comuníquese con el departamento a los números que se
indican anteriormente.
Para recibir información adicional, comuníquese con
DFEH al número sin cargo (800) 884-1684
área de Sacramento y fuera del Estado al
(916) 478-7200
número TTY (800) 700-2320
o visite nuestro sitio en la red: www.dfeh.ca.gov
haber interpuesto una queja con DFEH y
de haber recibido la Notificación del Derecho a
Querellarse.
• El acosador no tenía un puesto de autoridad, como
por ejemplo supervisor, jefe, gerente o agente;
maneras de conducta ofensiva.
La definición de acoso sexual incluye muchas
• Manoseo o agresión física, como también
el bloquear o impedir el movimiento de
una persona
• Comentarios de índole sexual, incluyendo
comentarios gráficos acerca del cuerpo
de una persona, usando palabras degradantes para describir a un individuo,
cartas insinuantes u obscenas, mensajes
o invitaciones.
• Hacer comentarios que menosprecian
a una persona, usar palabras soeces,
comentarios insinuantes o bromas del
mismo tipo
• Miradas lascivas, gestos de tipo sexual,
o mostrar objetos insinuantes, como fotografías, caricaturas, o posters
• Represalia o amenaza de represalias
• Ofrecimiento de beneficios de empleo a
cambio de favores sexuales
• Insinuaciones de índole sexual indeseadas
La Ley de Igualdad en el Empleo y la Vivienda
(FEHA) define el acoso sexual como un acto
que se basa en el sexo, o de índole sexual; acoso
debido al sexo del individuo; y acoso debido
a embarazo, nacimiento, o estado de salud
relacionados con los mismos. La definición de
acoso sexual incluye muchas formas de conducta
ofensiva, incluyendo el acoso a una persona
del mismo sexo que el del acosador. Lo que se
indica a continuación es una lista parcial de
las distintas clases de acoso sexual:
La Realidad Acerca del Acoso Sexual
Acoso Sexual
Departamento de Igualdad en el Empleo y la Vivienda
January 2015 - Page 15
• Si el acoso sexual es comprobado,
se debe adoptar de inmediato y sin demora una medida correctiva.
El empleador debe tomar medidas apropiadas para parar el acoso y asegurase de
que no continúe. El empleador también le
• Realizar una investigación completa y
efectiva. Se deberá realizar las indagaciones correspondientes con todas las
personas que posean información al respecto. Se debe llegar a una determinación
y comunicar los resultados de las misma al
reclamante, al presunto acosador, y
si es apropiado, a todos aquéllos involucrados directamente en el asunto.
• Informar al reclamante de sus derechos y
de cualquier otra medida a adoptar para
preservar aquellos derechos.
• Desarrollar e implementar una política de
prevención de acoso sexual proporcionando
un mecanismo para que los trabajadores
puedan presentar los reclamos y para que
el empleador pueda investigar las quejas.
Estas políticas deberían incluir disposiciones para:
• Aplicar todas las medidas necesarias en
la prevención de la discriminación y acoso. En el caso que se cometa un acto de
acoso: tomar acción efectiva para impedir
cualquier otro acto de acoso en el futuro,
como también corregir cualquier consecuencia derivada del mismo.
Todos los empleadores deben adoptar las
siguientes medidas contra el acoso sexual:
Obligaciones de los Empleadores
• La ley no sólo dispone que se implemente un
programa para eliminar el acoso sexual en el
lugar de empleo, sino que es la vía más práctica del empleador para así evitar o limitar la
responsabilidad civil si el acoso sexual ocurre a
• Se deberá informar a todos los trabajadores
acerca de la gravedad del incumplimiento de
la política de acoso sexual. Se deberá educar al
personal de supervisores acerca de sus responsabilidades específicas en esta materia. Se
debe advertir a todos los trabajadores de las
consecuencias a que se exponen si presionan
a sus compañeros para disuadirlos de presentar
una queja.
• Distribuir entre todos los trabajadores un
folleto informativo acerca del acoso sexual.
El empleador puede distribuir este panfleto
(DFEH 185) o imprimir un documento equivalente que cumpla con los requisitos dispuestos
por el artículo 12950(b) del Código del Gobierno.
Este folleto puede ser duplicado tantas veces
como sea necesario. Sin embargo, este panfleto no puede ser utilizado en reemplazo de la
política de prevención del acoso sexual, que
todos los empleadores deben tener.
• Colocar el poster (DFEH 162) del Departamento de Igualdad en el Empleo y la Vivienda
(Department of Fair Employment and Housing
[DFEH]) en el lugar de trabajo (disponible
a través del número de publicaciones de DFEH
[916] 478-7201 o el sitio en la red).
debe informar al denunciante sobre las acciones
que se han tomado para que el acoso no vuelva
a ocurrir. Finalmente, se deben tomar medidas
para remediar las pérdidas o daños incurridos
por el denunciante, si los hubiera.
pesar de las medidas de prevención implementadas.
Un empleador podría evitar la responsabilidad civil
en el caso que:
Además, si un empleador sabe o debería haber sabido
que una persona que no pertenece al personal de
su empresa ha acosado sexualmente a un trabajador,
un postulante a un empleo, o a un individuo que
proporciona servicios a su empresa, y dicho empleador no cumple con tomar una medida correctiva
adecuada e inmediata, se le podría hacer responsable
por el acto de acoso sexual.
Además, la ley dispone que los empleadores adopten “todas las medidas necesarias para prevenir que
ocurra el acoso sexual.” Si un empleador no ha
cumplido con aplicar estas medidas preventivas,
se le puede hacer responsable por el acto de acoso.
Asimismo, una víctima podría tener el derecho de
que se le compense por los daños contra su persona,
aunque no se le haya negado una oportunidad
de trabajo y aunque la víctima no haya sufrido
ninguna pérdida en sus ingresos o beneficios.
Todos los empleadores, sin tomar en cuenta el
número de trabajadores en sus empresas, están
incluidos en la sección de acoso sexual dispuesta
por FEHA. En general, los empleadores son responsables por los actos de acoso cometidos por sus
supervisores o agentes. Los acosadores, incluyendo
el personal de supervisión o personal sin responsabilidades de supervisión, pueden exponerse a que
se les haga responsables por el acoso a un trabajador(a)
o compañero(a) de trabajo o por ayudar e incitar
en un acto de acoso sexual.
Responsabilidad Civil del Empleador
blicos, como también de la perpetración de actos de violencia.
de California de actos ilícitos de discriminación en el lugar de trabajo, en las viviendas y servicios pú-
La misión del Departamento de Igualdad en el Empleo y la Vivienda es proteger a los habitantes
NOTICES TO POST
Employers are required to have posted in an area accessible and conspicuous to all
employees the notices outlined in the following listing. The notices are required by both state
and federal regulations.
You may obtain copies of these required notices from the local offices of the state and
federal government. However, please do not rely on any advice or information which anyone at
these various agencies provide to you concerning compliance with laws and regulations without
also obtaining the advice of a labor attorney. The information provided by these agencies may
not be accurate legal advice.
1.
California Industrial Welfare Commission Orders 1 through 17 to be updated each
time there is a revision or on January 1st of each new year;
2.
Federal minimum wage and maximum hours [U.S. Department of Labor];
3.
California minimum wage [Division of Labor Standards Enforcement];
4.
California Department of Fair Employment and Housing Notice entitled
“Discrimination in Employment is Prohibited by Law” [Department of Fair
Employment and Housing];
5.
Federal Equal Employment Opportunity Commission Notice [Equal Employment
Opportunity Commission];
6.
The Federal Age Discrimination in Employment Notice [Equal Employment
Opportunity Commission];
7.
Each employer must post a notice of the regular payday and the time and place of
payment. [Division of Labor Standards and Enforcement];
8.
Every employer is required to post a notice identifying the current workers’
compensation insurance carrier or other entity that is responsible for claims
adjustment. [Obtain from your workers’ compensation insurance carrier];
9.
Each employer must post in a conspicuous place the following pursuant to
California Administrative Code Section 9883:
“Your employer or its insurance carrier may not be liable for the
payment of Workers’ Compensation benefits for any injury which
arises out of an employee’s voluntary participation in any off-duty
recreational, social or athletic activity which is not part of the
employee’s work related duties.”
January 2015 - Page 16
NOTICES TO POST
Page 2
10.
Each employer must post California notices concerning unemployment insurance
and disability insurance (Form DE1857A Rev. 28) and advise employees of their
rights by distributing a pamphlet entitled “Disability Insurance Provisions” (Form
DE2515). [California Employment Development Department–check phone book
for local office]
11.
Each employer must post at least ten (10) days before a statewide election a notice
regarding time off for voting;
12.
Each employer must post the notice regarding the Employee Polygraph Protection
Act issued by the Wage and Hour Division of the United States Department of
Labor [U.S. Department of Labor];
13.
Every employer must post the notice entitled, “Safety and Health Protection on
the Job.” [U.S. Department of Labor];
14.
The State of California requires employers to post warning notices pursuant to
Proposition 65 and the Health and Safety Code whenever a business “exposes”
someone to chemicals known to cause cancer or reproductive harm. [California
Health and Safety Code];
15.
Each employer must post the notice concerning the Americans with Disabilities
Act (ADA). [Equal Employment Opportunity Commission];
16.
Each employer must post the amended poster prepared by the Department of Fair
Employment and Housing which provides information relating to the illegality of
sexual harassment. [Department of Fair Employment and Housing];
17.
Each employer must post the notice entitled, “Whistle Blower Rights and
Responsibilities.” [California Labor Code Section 1102.5];
18.
Each employer must post the notice regarding the California Paid Family Leave
Act (Notice effective 7/1/04). [Employment Development Department];
19.
Emergency phone numbers [Title 8, California Code of Regulations, Construction
Safety Orders section 1512];
20.
No smoking signage [Labor Code Section 6404.5(c)(1).
21.
Log and summary of occupational injuries and illnesses [Title 8, California Code
of Regulations, Division of Labor Statistics and Research Sections 14300 et seq.];
22.
California pregnancy disability leave, DFEH notice A;
23.
Federal and state family and medical leave, CFRA DFEH notice B and FMLA
U.S. Department of Labor form WH 1420.
January 2015 - Page 17
NOTICES TO POST
Page 3
PLEASE SEE CALIFORNIA DEPARTMENT OF INDUSTRIAL RELATIONS WEB SITE AT
WWW.DIR.CA.GOV/WP TO ORDER MOST OF THE ABOVE NOTICES ON LINE, E-MAIL
OR FAX.
U.S. DEPARTMENT OF LABOR
300 So. Glendale Avenue, Suite 400
Glendale, California 91205
CALIFORNIA DEPARTMENT OF FAIR
EMPLOYMENT & HOUSING
611 West Sixth Street, Suite 1500
Los Angeles, California 90017
(818) 240-5274
(213) 439-6799
DIVISION OF LABOR STANDARDS
ENFORCEMENT
320 West Fourth Street, Suite 450
Los Angeles, California 90013
(213) 620-6330
EQUAL EMPLOYMENT OPPORTUNITY
COMMISSION
Roybal Federal Building
255 East Temple Street, 14th Floor
Los Angeles, California 90012
(213) 894-1000
CALIFORNIA CHAMBER OF COMMERCE
May be of assistance in obtaining some of the
above notices.
(800) 331-8877
January 2015 - Page 18
NEW HIRE CHECKLIST
The following items must be signed and contained in every new hire employee packet. If a document
does not apply, please write N/A. Please initial that the document has been presented to the employee and
signed.
Employment Application (completed, dated and signed by applicant)
(Optional)
________
Labor Code Section 2810.5 for New Hires
(Mandatory)
________
Post-Hire Employee Data Sheet
(Optional)
________
Federal Form W-4 - Employee Withholding Allowance
(Mandatory)
________
California State Form DE-4 Employees Withholding
Allowance Certificate
(Mandatory)
________
I-9 Form - (completed by applicant and company representative)
(Mandatory)
________
Voluntary Information Form
(Optional)
________
Authorization to obtain Investigative Report
(Optional)
________
Notification of Request for Investigative Consumer Report
(Optional)
________
Summary of Rights Under the Fair Credit Reporting Act
(Optional)
________
Workers’ Compensation Benefits Statement and Physician
Election Form (English and Spanish/Acknowledgment)
(Mandatory)
________
State Disability Insurance Booklet-DE 2515 (English/Spanish)
(Mandatory)
________
EDD For Your Benefit Booklet-DE 2320 (English)
(Mandatory)
________
Family Care and Medical Leave and Pregnancy Disability
Leave (DFEH Notice B) (State)
(Optional)
________
Family and Medical Leave Act of 1993 (Federal)
(Optional)
________
California Paid Family Leave-DE2511
(English and Spanish)
(Mandatory)
________
Department of Fair Employment and Housing Sexual Harassment
Pamphlet (English and Spanish)
(Mandatory)
________
Employee Relations Policy with Acknowledgment (English & Spanish)
(Mandatory)
________
Company’s Drug and Alcohol Policy with Acknowledgment
(Optional)
________
Sample Meal and Rest Period Policy
(Optional)
________
Sample Timesheet
(Optional)
________
(Optional)
________
Employee Statement Re: Acknowledgment of Receipt of Handbook
(Optional)
________
Insurance Premium Authorization
(Optional)
________
Unearned Vacation Agreement
(Optional)
________
Supplies/Uniform Cost Authorization
(Optional)
________
Acknowledgment of Receipt of Mandatory Documents
(Optional)
________
Employee Handbook
(Company handbook)
Date:
By:
___________________________________
Supervisor's Signature
Date:
By:
___________________________________
Employee Signature
0_New Hire Checklist_Master
rev. 9.5.14
January 2015 - Page 19
EMPLOYMENT APPLICATION
GENERAL DATA
Last Name
Have you ever used another name?
First Name
Yes
Middle Name
No
If yes, please specify for purposes of a reference check:
Present Address
Number
Street
City
Years at Above Address
State
Zip Code
Home Telephone Number
(
)
Position Applying For
Date of Application
Full Time or Part Time
Shift or Hours Preferred
Drivers License Number (if applicable)
Expiration Date
If employed in the position for which you have applied, would you be in a supervisory or subordinate relationship to any relative of your
household?
[ ] Yes [ ] No
PERSONAL DATA
Person to notify in case of an Emergency:
Name
Home Telephone Number
(
Present Address
Number
Street
City
)
State
Zip Code
How did you learn of this job opening?
[ ] Advertisement
[ ] Friend
[ ] Walk-In
[ ] Employment Agency
[ ] Relative
[ ] Other
List membership in professional organizations which you feel would enhance your application.
You may exclude any whose names would indicate the race, religious creed, color, national origin, or ancestry of its
members.
WE ARE AN EQUAL OPPORTUNITY EMPLOYER
January 2015 - Page 20
If under 18 years of age, can you after employment, submit a work permit?
[ ] N/A [ ] Yes
[ ] No
Have you ever been convicted of a crime (felony or misdemeanor) OTHER THAN (1) a marijuana-related conviction that
occurred more than two years ago; and (2) an offense for which you were referred to, and participated in, any pre-trial or post-trial
diversion program?
[ ] Yes
[ ] No
If yes, please state the date of conviction, the county and state, and the nature of the offense.
NOTE: An affirmative response to this question will not result in your automatic disqualification for employment.
____________________________________________________________________________________
____________________________________________________________________________________
SKILLS
Typing Speed (wpm):
Shorthand (wpm):
Machines Operated:
Other Training/Skills (include bilingual ability if relevant to the position for which you are applying:
Branch of Military Service:
State Dates: From
To
State relative skills acquired during military service:
PROFESSIONAL & TECHNICAL APPLICANTS ONLY
Professional License Number:
Expiration Date:
Type of License:
State:
Is there any reason why you would be unable to perform or to safely perform any of the duties of the position for which you have applied, as
set forth on the job description for that position?
[ ] Yes
[ ] No
If AYes,@ please explain:
EDUCATION
HIGH SCHOOL
COLLEGE
TRADE, PROFESSIONAL
SCHOOL OR OTHER
Name
Address
Number of Years
Course or Major
Diploma/Degree
WE ARE AN EQUAL OPPORTUNITY EMPLOYER
January 2015 - Page 21
WORK EXPERIENCE
Length of Service
(Dates)
Last/Present Employer
Address
Start
Duties Performed
Leave
Telephone Number(s)
Hourly Rate/Salary
Supervisor's Name and Position
Your Job Title
Starting
Final
Reason For Leaving
May we contact now?
Yes
No (If still employed)
Length of Service
(Dates)
Employer
Address
Start
Duties Performed
Leave
Telephone Number(s)
Hourly Rate/Salary
Supervisor's Name and Position
Your Job Title
Starting
Final
Reason For Leaving
May we contact now?
Yes
No (If still employed)
Length of Service
(Dates)
Employer
Address
Start
Duties Performed
Leave
Telephone Number(s)
Hourly Rate/Salary
Supervisor's Name and Position
Your Job Title
Starting
Final
Reason For Leaving
May we contact now?
Yes
No (If still employed)
WE ARE AN EQUAL OPPORTUNITY EMPLOYER
January 2015 - Page 22
APPLICANT'S STATEMENT
I hereby certify that I have been informed of the duties, the hours and days of work of the position for which I am
applying, and that the information on this application is correct and complete to the best of my knowledge.
I agree to have any of the statements checked by the Company unless I have indicated to the contrary. Further, I
understand that falsification or omission of any material information on this application, if I receive a job offer may be
considered sufficient cause for immediate termination. I agree that if employed, I will abide by all policies and procedures
established by the employer.
I hereby acknowledge that my employment is Aat-will,@ that I may resign at any time and the Company may terminate my
employment at any time, with or without cause, and with or without notice, that any assurances of continued employment,
whether written, oral or by conduct, shall not be interpreted as changing the nature of the employment relationship unless
specifically acknowledged in writing by the President of the Company.
By:
Signature of Applicant
Date
FOR COMPANY USE ONLY
Interviewed:
[ ] Yes [ ] No
Remarks:
Employed:
[ ] Yes [ ] No
Job Title:
Starting Date:
Salary:
Dept:
By:
Name and Title
Date
(Revised 11-16-07)
WE ARE AN EQUAL OPPORTUNITY EMPLOYER
January 2015 - Page 23
NOTICE TO EMPLOYEE
Labor Code section 2810.5
EMPLOYEE
Employee Name:
Start Date:
EMPLOYER
Legal Name of Hiring Employer:
Is hiring employer a staffing agency/business (e.g., Temporary Services Agency; Employee Leasing
Company; or Professional Employer Organization [PEO])? □ Yes
□ No
Other Names Hiring Employer is "doing business as" (if applicable):
Physical Address of Hiring Employer’s Main Office:
Hiring Employer’s Mailing Address (if different than above):
Hiring Employer’s Telephone Number:
If the hiring employer is a staffing agency/business (above box checked "Yes"), the following is the other entity
for whom this employee will perform work:
Name:
Physical Address of Main Office:
Mailing Address:
Telephone Number:
WAGE INFORMATION
Rate(s) of Pay:
Rate by (check box):
Overtime Rate(s) of Pay:
□ Hour
□ Shift
□ Day
□ Week
□ Salary
□ Piece rate
□ Commission
□ Other (provide specifics):
Does a written agreement exist providing the rate(s) of pay?
(check box)
□ Yes
□ No
If yes, are all rate(s) of pay and bases thereof contained in that written agreement?
□ Yes
□ No
Allowances, if any, claimed as part of minimum wage (including meal or lodging allowances):
(If the employee has signed the acknowledgment of receipt below, it does not constitute a “voluntary written
agreement” as required under the law between the employer and employee in order to credit any meals or lodging
against the minimum wage. Any such voluntary written agreement must be evidenced by a separate document.)
Regular Payday:
DLSE-NTE (rev 11/2014)
January 2015 - Page 24
WORKER’S COMPENSATION
Insurance Carrier’s Name: _________________________________________________________________
Address: ______________________________________________________________________________
Telephone Number: _____________________________________________________________________
Policy No.: ____________________________
□
Self-Insured (Labor Code 3700) and Certificate Number for Consent to Self-Insure: _______________
PAID SICK LEAVE
Unless exempt, the employee identified on this notice is entitled to minimum requirements for paid sick leave under state
law which provides that an employee:
a. May accrue paid sick leave and may request and use up to 3 days or 24 hours of accrued paid sick leave per year;
b. May not be terminated or retaliated against for using or requesting the use of accrued paid sick leave; and
c. Has the right to file a complaint against an employer who retaliates or discriminates against an employee for
1. requesting or using accrued sick days;
2. attempting to exercise the right to use accrued paid sick days;
3. filing a complaint or alleging a violation of Article 1.5 section 245 et seq. of the California Labor Code;
4. cooperating in an investigation or prosecution of an alleged violation of this Article or opposing any policy
or practice or act that is prohibited by Article 1.5 section 245 et seq. of the California Labor Code.
The following applies to the employee identified on this notice: (Check one box)
□ 1. Accrues paid sick leave only pursuant to the minimum requirements stated in Labor Code §245 et seq. with no
other employer policy providing additional or different terms for accrual and use of paid sick leave.
□ 2. Accrues paid sick leave pursuant to the employer’s policy which satisfies or exceeds the accrual, carryover, and
use requirements of Labor Code §246.
□ 3. Employer provides no less than 24 hours (or 3 days) of paid sick leave at the beginning of each 12-month period.
□ 4. The employee is exempt from paid sick leave protection by Labor Code §245.5. (State exemption and specific
subsection for exemption):_________________________________________________________________
ACKNOWLEDGEMENT OF RECEIPT
(Optional)
_______________________________________
(PRINT NAME of Employer representative)
______________________________________
(PRINT NAME of Employee)
_______________________________________
(SIGNATURE of Employer Representative)
______________________________________
(SIGNATURE of Employee)
_______________________________________
(Date)
______________________________________
(Date)
The employee’s signature on this notice merely constitutes acknowledgement of receipt.
Labor Code section 2810.5(b) requires that the employer notify you in writing of any changes to the information set forth in
this Notice within seven calendar days after the time of the changes, unless one of the following applies: (a) All changes
are reflected on a timely wage statement furnished in accordance with Labor Code section 226; (b) Notice of all changes
is provided in another writing required by law within seven days of the changes.
DLSE-NTE (rev 11/2014)
January 2015 - Page 25
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MEAL AND REST PERIOD POLICY
Employees that are scheduled to work more than five (5) hours must take a thirty (30)
minute uninterrupted meal period, off the clock, no later than the end of the fifth hour of work.
Employees are entitled to be relieved of all their duties and free to take care of personal matters
during that time. Employees that have a six (6) hour shift may voluntarily waive the meal period
if they execute a Six Hour Shift Waiver Form. Please see the Human Resource Department.
The Company provides a paid ten (10) minute rest period for every four (4) hours of
work or major fraction thereof. An employee who works between three and a half (3 1/2) to six
(6) hours is entitled to one (1) ten minute break, an employee who works over six (6) hours is
entitled to a second ten minute break. An employee that works less than three and a half (3 ½)
hours is not entitled to receive a paid ten (10) minute rest period. Please check with your
supervisor for the appropriate time to take meal and rest breaks.
Meal periods and rest periods may not be waived to leave early nor may they be
consolidated for a longer break or meal period.
It is against Company policy for any employee to perform work during meal or rest
periods. It is against Company policy to return to work before the end of a 30 minute meal
period or ten minute rest break. It is also against Company policy for employees to work “off
the clock,” that is, perform work without recording it as time worked on their timesheets.
Employees working more than ten (10) hours are entitled to a second meal period before
end of the tenth hour of work, unless the employee voluntarily executes a Twelve Hour Shift
Waiver Agreement and has taken the first meal period.
The undersigned acknowledges that he or she has read and understands the foregoing
Meal and Rest Period Policy.
__________________________________
Employee Signature
_____________________
Date
April 18, 2012 / Drafted by Landegger Baron Law Group
January 2015 - Page 35
Política para Descansos y Períodos de Comida
Los empleados que están programados a trabajar mas de (5) horas deben tomar un
descanso ininterrumpido de treinta (30) minutos para comer, fuera del horario de trabajo, y no
mas tarde que al final de la quinta hora de trabajo. Los empleados tienen derecho a ser relevados
de todas sus funciones laborales y son libres para atender sus asuntos personales durante ese
tiempo. Los empleados que tienen un turno de seis (6) horas pueden renunciar voluntariamente al
período de comida si ejecutan el formulario para OMITIR EL PERIODO DE COMIDA (Turno
de 6 Horas). Por favor consulte con el Departamento de Recursos Humanos.
La compañía proporciona un período de descanso de diez (10) minutos pagados por cada
cuatro (4) horas de trabajo o fracción mayor de la misma. Un empleado que trabaja entre tres y
media (3 1/2) a seis (6) horas tiene derecho a un (1) descanso de diez minutos. Un empleado que
trabaja más de seis (6) horas, tiene derecho a un segundo descanso de diez minutos. Un
empleado que trabaja menos de tres horas y media (3 ½ horas) no tiene derecho a recibir un
período de descanso de diez (10) minutos pagados. Por favor consulte con su supervisor(a) para
el momento adecuado para tomar las comidas y los descansos.
Los períodos de descansos y de comida no pueden ser omitidos para poder salir temprano
del trabajo, y tampoco pueden ser combinados para recibir un período para comer o descanso
más largo.
Va en contra a la política de la empresa que algún empleado trabaje durante los períodos de
descanso o durante el descanso para comer. Va en contra a la política de la empresa el regresar a
trabajar antes de cumplirse los treinta (30) minutos del período de la comida, o los diez (10)
minutos requeridos para el período de descanso. También va en contra a la política de la empresa
que los empleados trabajen "fuera de horario", es decir, realizar funciones laborales sin registrar
el tiempo como tiempo trabajado en sus hojas de horario.
Los empleados que trabajen más de diez (10) horas tienen derecho a un segundo período
de comida antes del final de la décima hora de trabajo, a menos que el empleado ejecute
voluntariamente el formulario para OMITIR EL PERIODO DE COMIDA (Turno de 10-12
Horas) y haya tomado su primer período de comida.
El abajo firmante reconoce que él o ella ha leído y ha entendido la Política para Descansos y
Períodos de Comida precedente.
__________________________________
Firma del Empleado
_____________________
Fecha
November 2014 / Drafted by Landegger Baron Law Group
January 2015 - Page 36
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Out
In
Out
_____________________________
Signature
__________________
Date
TOTAL
Sick Pay Hours
Holiday Hours
Vacation Hours
In
I certify that I have provided complete and accurate information in
completing this time sheet. I understand that it is against company
policy to provide false or incomplete information on time sheets. I
further certify that I have had the opportunity to take my required
rest period(s) according to company policy and have taken the
required meal period(s) according to company policy.
Out
Regular/OT Hours
In
TOTALS
OT Approval:
Date
OVERTIME
(FILL IN TIME IN & OUT)
(FILL IN TIME IN & OUT)
Phone No.:
Full Name:
Address:
REGULAR TIME
Pay Period
, 20____ through
, 20____
Soc. Sec. No.: ____________________________________
SEMI-MONTHLY TIME SHEET FOR:


(CHECK OFF EACH)
BREAKS
Regular
O.T.
TOTAL HOURS
____________________________________
___________________________________
____________________________________
____________________________________
January 2015 - Page 38
Out
In
Out
_____________________________
Signature
__________________
Date
TOTAL
Sick Pay Hours
Holiday Hours
Vacation Hours
In
Yo declaro que he entregado información completa y precisa al
llenar este formulario de horas de trabajo. Yo entiendo que el
entregar información falsa o incompleta en este formulario va
contra la política de la compañía. Yo también declaro que he tenido
la oportunidad de tomar mis periodos de descanso de acuerdo a la
política de la compañía, y he tomado el tiempo de almuerzo
requerido bajo la política de la compañía.
Out
Regular/OT Hours
In
TOTALS
OT Approval:
Date
OVERTIME
(FILL IN TIME IN & OUT)
Regular
O.T.
TOTAL HOURS
____________________________________
___________________________________
____________________________________
____________________________________
(FILL IN TIME IN & OUT)
Phone No.:
Full Name:
Address:
REGULAR TIME
Pay Period
, 20____ through
, 20____
Soc. Sec. No.: ____________________________________
SEMI-MONTHLY TIME SHEET FOR: